Resource Management User Guide. Release

Transcription

1 Resource Management User Guide Release

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5 Contents Chapter 1: Resource Management 7 How to Get Started with Resource Management... 7 Introduction to Resource Management... 7 Prerequisites for Resource Management... 9 Chapter 2: Resources and Roles 13 How to Create Resources and Roles Review the Prerequisites Create a Labor Resource or Role Create a Nonlabor Resource or Role Assign Skills (Labor Only) Financially Enable a Resource or Role Calendars, Shifts, and Nonwork Days Create a Base Calendar Define Work Shifts in Calendars Define Work Days in Calendars Reset Base Calendar Shifts Change Base Calendar Parent/Child Relationships Resource Calendars Chapter 3: Resource Allocations 27 How to Find, Book, and Allocate Resources Find and Book Labor Resources Resource and Role Allocations Add Investments to Resource Workloads Change the Resource Default Allocation Edit Investment Allocations Shift a Resource Allocation Remove Investments from Resource Workloads Replace Resources on Investments Resource Availability Examples Deactivate a Resource or Role Profile Chapter 4: Resource Requisitions 43 How to Manage Resource Requisitions Contents 5

6 Requisition Routing and Notification Find Resources to Fill Role Requests Manage Resource Requisitions Fulfill Resource Requisitions Reduce Resource Allocations Participate in Requisition Discussions Types of Requisition Status Set a Default Booking Manager for Resources Decline an Open Resource Requisition Unbook a Requisition Modify and Resubmit Proposals Manage an Automated Requisition Process Audit Requisitions Chapter 5: Resource Capacity Planning 59 How to Manage Resource Capacity Configure Settings for Resource Planning View High-Level Capacity Planning Information View Detailed Capacity Planning Information View Other Resource Planning Portlets Capacity Planning Scenarios Resource Management User Guide

7 Chapter 1: Resource Management This section contains the following topics: How to Get Started with Resource Management (see page 7) How to Get Started with Resource Management Allocating the appropriate resources to the right project teams is essential for effective resource management. CA Clarity PPM provides a flexible framework in which you can perform and monitor the following resource management activities: Create and edit resource profiles with important details such as: employee type primary role skills experience Identify one or more resources by searching on specific characteristics, skills, or availability. View, edit, and track resource allocations and workloads. Compare resource capacity with resource demand. Introduction to Resource Management As a resource manager, you manage the assignments of employees, contractors, and nonlabor assets. Resource managers can be temporary project leaders or full-time department heads. Project managers often use Resource Management features, such as creating requisitions and finding resources. The Resource Planning pages offer the following ways to manage resource and role allocations: By investment by week By investment start and finish dates For a single investment or multiple investments In a graphic histogram that contrasts resource availability and allocation In a table that shows you allocation information by investment, resource, or role Chapter 1: Resource Management 7

8 How to Get Started with Resource Management Changes that you make on the Resource Planning pages update the data on the investment. You can view the changes that you make on the Resource Planning pages on the Team Staff page for the investment. Best Practice: When you adjust resource allocations, inform the investment manager about the changes. The manager can then adjust task assignments and the schedule for the investment to accommodate the changes to team members you introduced. The following table lists the Resource Planning pages with portlets. Resource Planning Page Description Portlets Capacity Organizational Demand Top Down Planning Workloads Allocations Unfilled Allocations Bookings This page lists overall resource demand against resource capacity across all investments. The page aggregates information by role and presents information by month. You can view how total demand varies from total capacity for each role. This page lists and aggregates demand for all investments and resources by OBS. You can view allocation data at different levels within the selected OBS unit. This page lists investments and the resources and roles that are allocated to each investment. This page uses a graphical format to display the combined allocations across all investments for the assigned resource. Use this page to compare the availability with the number of hours that are allocated for a resource to an investment. This page provides several options to view and edit resource allocations on individual investments. This page provides a list of roles that are booked to all investments and displays unfilled demand across your organization. This page provides a list of resources with information about their booking status for all investments. Role Capacity Histogram Role Capacity OBS Resource Aggregation OBS Investment Aggregation Top Down Planning by Investment Resource Workloads Weekly Detail Allocation Discrepancy Unfilled Requirements Booking Status 8 Resource Management User Guide

9 How to Get Started with Resource Management These portlets are designed for a resource planning user that has global access to all resources in the system. As a resource manager or administrator with global access to all resources in the system, you can manage the planning aspect of investment work. We do not recommend configuring a user with instance or OBS unit access restrictions. This practice can reduce the performance of these portlets. Prerequisites for Resource Management As a resource manager, work with your administrator to complete the following checklist: Verify with your administrator that scheduled jobs are running properly. If any data fails to appear on a page or in a report, contact your administrator. Note: The failure of certain jobs can affect the appearance of your data. For example, the Time Slicing job can affect the resource management data or the performance of the application. When the Time Slicing job fails to run, time-sliced data on resource planning pages cannot display properly. To enable financial properties for resources and roles, verify that you have the following access right: Resource - Navigate To edit financial attributes for a specific resource or role, verify that you have one of the following access rights: Resource - Edit Resource - Edit Financial To edit financial attributes for all resources and roles, verify that you have one of the following access rights: Resource - Edit - All Resource - Edit Financial - All Chapter 1: Resource Management 9

10 How to Get Started with Resource Management To create, view, or edit resource properties, verify with your administrator that you have the following access rights: Administration - Resources Resource - Create Resource - Edit Resource - Edit - All Resource - Edit Access Rights Resource - Edit Administration Resource - Edit Financial Resource - Edit Financial - All Resource - Edit General Resource - Edit General - All Resource - Enter Time Resource - Hard Book Resource - Hard Book - All Resource - Navigate Resource - Soft Book Resource - Soft Book - All Resource - Update Skills Resource - Update Skills - All Resource - View Resource - View - All Resource - View - Access Rights Resource - View - Financial Resource - View Financial - All 10 Resource Management User Guide

11 How to Get Started with Resource Management To work with capacity planning scenarios, verify that you have the following access rights: Scenario - Edit Scenario - Edit Access Rights Scenario - Manager - Automatic Scenario - Navigate Scenario - View You can limit resources or investments through a security OBS or through instance-level resource access rights. A more manageable amount of data appears for the resources and investments you manage. Capacity planning scenarios allow you to make what-if changes without impacting the plan of record data. Your access rights apply to the portlet that you view. If you select a scenario, the same access rights apply with the addition that you can view scenario data. To manage requisitions, verify with your administrator that you have the following rights: Project - Attach Requisitions Resources Project - Create/Edit Requisitions Project - View Requisitions Process - Create Definition Process - Initiate Chapter 1: Resource Management 11

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13 Chapter 2: Resources and Roles This section contains the following topics: How to Create Resources and Roles (see page 14) Calendars, Shifts, and Nonwork Days (see page 22) Chapter 2: Resources and Roles 13

14 How to Create Resources and Roles How to Create Resources and Roles As a resource manager or application administrator, create roles first as placeholders for the resources that your projects require. Then, create the resources that you hire to fill the demand that the role allocations represent. Finally, assign your resources to the right project teams. For example, create a role for a field technician and then create resources for your staff and contractors. You can create an advanced role for a lead field technician with more skills. Create a nonlabor equipment role whenever a project requires machinery. Then create a resource entry for each available piece of equipment that your company owns or leases. The application uses the financial properties of the resource to apply the correct rates and costs to their work transactions as they are processed. To post to CA Clarity PPM and appear in financial pages and reports, enable the financial properties for a resource. The financial actuals are visible in the product only for resources that are financially enabled. The following graphic shows the steps for creating resources and roles. 14 Resource Management User Guide

15 How to Create Resources and Roles 1. Review the Prerequisites (see page 15). 2. Create a Labor Resource or Role (see page 15) or Create a Nonlabor Resource or Role (see page 18). 3. Assign Skills (see page 19) (Labor Only). 4. Financially Enable a Resource or Role (see page 20). Review the Prerequisites Verify that your administrator has satisfied the following prerequisites: Configured the skills hierarchy. Assigned the required access rights. Create a Labor Resource or Role You can create a labor resource using either the Home or Administration menus. When you create a labor resource from the Home menu, your administrator can activate their user status and assign rights and login credentials. 1. As an administrator, you can create new labor resources using the following substeps. If you are not an administrator, skip this step. a. Open Administration. From Organization and Access, click Resources. b. Complete the required fields including a unique user name and resource ID. c. Click Save and Continue to navigate through the tabbed pages for the new resource. d. Click Return and confirm that your new resource appears in the list with active status. 2. Open Home, and from Resource Management, click Resources. Chapter 2: Resources and Roles 15

16 How to Create Resources and Roles 3. Click New. 4. In the Resource or Role field, select Resource. 5. In the Resource Type field, select Labor. 6. Click Next. 7. Complete the Create Resource-Labor page including the following fields: Primary Role Indicates the primary role for the resource. Roles can change from investment to investment. A primary role lets other CA Clarity PPM resources see at a glance the primary area of expertise of a resource. Category External Defines the category that identifies the area of expertise of the resource. Example: Software Development or Product Marketing. Specifies whether the resource works for an outside company. Default: Cleared Availability Defines the number of hours in a business day that the resource is expected to work. The availability number is automatically multiplied by five, which is the number of days in a standard working week. Default: 8 Note: This field is mandatory and must be greater than zero for the Labor type of resource or role. ETC is based on the availability. An expense type of resource or role that is assigned to a task does not have a default ETC. Input Type Code Specifies a code that is used for the resource in financial transactions. Track Mode Indicates the tracking method used to enter time for this resource. Values: Clarity. Staff members enter time against their assigned tasks using timesheets. None. Non-labor resources track actuals through transaction vouchers, or through a desktop scheduler, such as Open Workbench and Microsoft Project. Other. Indicates that actuals are imported from a third-party program. Default: Clarity 16 Resource Management User Guide

17 How to Create Resources and Roles Open for Time Entry Specifies if the resource can use timesheets to track time that is spent on task assignments. When cleared, the resource cannot log time on any project. Default: Selected Include in Datamart Specifies the resource for inclusion in datamart. When cleared, the resource is not added in datamart. Default: Cleared Resource Manager Identifies the name of the person creating the resource. Default: The resource currently logged in. Booking Manager 8. Click Save. Indicates the default booking manager for this labor resource. 9. To define the resource or role availability, click the Calendar tab. 10. (Optional) Click the Properties tab, and click Contact Information. Complete the fields and save your changes. 11. As an administrator, if you did not perform Step 1, activate the new resource and create a password for login. a. Open the Administration menu, and from Organization and Access, click Resources. b. Enter a filter to find the new resource by ID or by status. c. Open the resource and change the status field to Active. You can also select the resource and click Activate. d. Set a password and confirm password. e. Click Save and Return. Chapter 2: Resources and Roles 17

18 How to Create Resources and Roles Create a Nonlabor Resource or Role You can create nonlabor resources and roles including equipment, material, or expense. Create a role as a placeholder in a project to help you plan for tasks and estimate the scope of work. 1. Open Home, and from Resource Management, click Resources. 2. Click New. 3. In the Resource or Role field, select Resource or Role. 4. In the Resource Type field, select Equipment, Material, or Expense. 5. Click Next. 6. Complete the page including the following fields: Parent Role Specifies the role one-level higher than this role in a hierarchy. Example: The Application Developer role is a parent to the Web Developer role. Primary Role Indicates the primary role for the resource. Roles can change from investment to investment. A primary role lets other CA Clarity PPM resources see at a glance the primary area of expertise of a resource. Category External Defines the category that identifies the area of expertise of the resource. Example: projector, server, truck Specifies whether the resource works for an outside company. Default: Cleared 18 Resource Management User Guide

19 How to Create Resources and Roles Availability This field represents the number of hours in a business day that the resource is expected to work. The availability number is automatically multiplied by five, which is the number of days in a standard working week. ETC is based on availability calculations. A resource or role of type expense that is assigned to a task does not have a default ETC. Default: 8 Note: This field is mandatory and must be greater than zero only for the Labor type of resource or role. Material and equipment (but not expenses) can also have an availability value. Resource Manager Identifies the name of the manager with access rights to perform duties such as setting the allocation for this resource. Default: The resource currently logged in. Resource Manager Identifies the name of the person creating the resource. Default: The resource currently logged in. Booking Manager 7. Click Save. Indicates the default booking manager for this labor resource. 8. To define the resource or role availability, click the Calendar tab. 9. (Optional) Click the Properties menu, and under Main, click Financial. Complete the fields and save your changes. 10. (Optional) For labor and expense resources only, click the Properties menu, and under Main, click Contact Information. Complete the fields and save your changes. Assign Skills (Labor Only) You can use skills to describe the talents a labor resource or role possesses for project tasks. Defining the skills of labor resources is helpful to other users who want to assign the most qualified resources to roles on projects. Chapter 2: Resources and Roles 19

20 How to Create Resources and Roles 1. Open Home, and from Resource Management, click Resources. 2. Open a resource or role. 3. Click the Skills tab. The Resource Skills page appears showing the skills for the selected resource or role. 4. Enter filter criteria for an existing skill or click Show All. 5. To add a skill to the list, click Add. The Select Skills page appears showing all of the skills available in the skills hierarchy for all resources and roles. 6. Enter filter criteria for an existing skill or click Show All. 7. Select a skill and click Add. Note: To add a skill to the skills hierarchy, contact your administrator. 8. Click Save. 9. For each skill, select values for the Proficiency Level, Interest, and Weighting fields. a. Assign proficiency levels for labor resources as a rating that indicates how well the resource performs the skill. b. To indicate how important this skill is for the resource or role, assign an interest level. For example, a resource with an interest level of 7 - Medium has a greater interest in performing a skill. A resource with an interest level of 4 - Medium represents less interest. c. Use the weighting factor as a tiebreaker if there are multiple skills that have the same proficiency and interest. 10. Click Save. Financially Enable a Resource or Role You can financially enable any resource or role that is involved with financial transactions. Enabling the resource or role includes associated financial data in features such as financial planning and forecasting. 1. Open Home, and from Resource Management, click Resources. 2. Open the resource or role. 3. Click the Properties tab and select Financial under Main. 4. Complete the Supplemental section including the following fields: 20 Resource Management User Guide

21 How to Create Resources and Roles Financially Active Indicates whether the financial attributes for a resource or role are enabled to record financial management activities against an investment. Transaction Class Specifies a user-defined value that groups transaction types for financial processing of the resource or role. Resource Class Categorizes financially enabled resources and roles for financial processing. 5. If the resource or role type is labor, perform the following steps: a. Complete the Financial Department and Financial Location fields. b. Mark the resource as financially active. 6. (Optional) For resource entries only: a. Complete the Rates and Costs section including the following fields: Target % Billable Refers to the percentage of the targeted billing rate that is billable. Enter the target percentage billable for this resource, if applicable. b. Complete the fields in the Expenses section. 7. Save your changes. Chapter 2: Resources and Roles 21

22 Calendars, Shifts, and Nonwork Days Calendars, Shifts, and Nonwork Days The standard base calendar determines FTE and other calculations. As a project manager or resource manager, verify the base calendars show the correct work days, shifts, and nonworking days. You can designate only one base calendar as the standard. Base calendars serve as templates for other calendars including specific resource calendars and role calendars. The selected base calendar for a resource or role determines FTE when you allocate a resource or role to a project team. Resource calendars also help calculate resource availability, capacity, demand, and allocation. 1. To modify a base calendar or define a new one: a. Open Administration, and from Project Management, click Base Calendars. b. Click a calendar or click New. 2. To modify a resource calendar: a. Open Home, and from Resource Management, click Resources. b. Select a resource or role. c. Click the Calendar tab. For example, you can change the workdays and nonworkdays of the week. You can define up to four standard work shifts. Create a Base Calendar To manage shifts and work days, define a base calendar. For example, create calendars for different countries, departments, or seasons of the year. 1. Open Administration, and from Project Management, click Base Calendars. 2. Click New. 3. Complete the following fields, and then click Add: Calendar Name Defines the new calendar name. Base Calendar Specifies the calendar to base this calendar. The base calendar is the parent to the new calendar. Example: Standard 22 Resource Management User Guide

23 Calendars, Shifts, and Nonwork Days Standard Specifies the calendar as the standard calendar in CA Clarity PPM. Default: Cleared 4. Click Save and then click Return. 5. To delete one or more calendars, select their check boxes and then click Delete. Note: You cannot delete the standard calendar. You also cannot delete a calendar that is defined as the base calendar (parent) for another calendar. Define Work Shifts in Calendars The default base calendar shows two 4-hour shifts with one hour for lunch for a total of eight work hours. You can set new shifts. 1. Open Administration, and from Project Management, click Base Calendars. 2. Click the name of the calendar. The edit calendar exceptions page appears. 3. To modify only one resource calendar: a. Open Home, and from Resource Management, click Resources. b. Select a resource or role. c. Click the Calendar tab. 4. Select the month at the top of the calendar. 5. Select the check box next to the days having the same shift, and click Set Shifts. 6. Enter the start and end times for up to four shifts. 7. Save your changes. Chapter 2: Resources and Roles 23

24 Calendars, Shifts, and Nonwork Days Define Work Days in Calendars You can designate workdays and non-workdays. 1. Open Administration, and from Project Management, click Base Calendars. 2. Click the name of the calendar. The edit calendar exceptions page appears. 3. Select the month at the top of the calendar. 4. Indicate which days are standard workdays. a. To select dates by days of the week, select the check box next to the day of the week and click Make Workday. b. To change dates from workdays to non-workdays, select the check box next to each date. Click Make Non-Workday. 5. (Optional) When you change a specific holiday on the resources calendar to a nonworkday, the shift information or availability is removed. If you change the day back to a workday, a check is made to see if a shift pattern exists for that day in that calendar (or parent). One of the following actions occurs: If a shift pattern does exist for that day, the day is set to use that shift pattern. If a shift pattern for the day does not exist, a check is made for a shift pattern for the corresponding day of the week for that calendar (or parent, as needed). If a shift pattern is found from the search, the day is set to use that shift pattern. If no shift pattern is found for that specific day of the week, then the first day of the week shift pattern that is found is used starting with the first day of the week (Sunday). If no shift pattern exists for any day of the week, then the default shift patterns of 8:00 AM 12:00 PM and 1:00 PM 5:00 PM are set for that day. Reset Base Calendar Shifts When you reset the shift by resetting a base calendar, the base calendar shift information is picked up for that day. This information is important when you use a shift other than eight hours, and can affect resource availability and allocation. 24 Resource Management User Guide

25 Calendars, Shifts, and Nonwork Days 1. Click Base Calendars and click the name of the calendar. The edit calendar exceptions page appears. 2. Select the check box next to each date to reset, and then click Reset to Base. The shift is reset to the base calendar. Change Base Calendar Parent/Child Relationships To delete a parent calendar or change to another parent, use the following procedure to change that relationship. 1. Click Base Calendars and click the name of the calendar. The edit calendar exceptions page appears. 2. Click Edit Calendar Properties. The edit calendar properties page appears. 3. Complete the following field: Base Calendar Specifies the calendar to base this calendar. The base calendar is the parent to the new calendar. Example: Standard 4. Save the changes. Resource Calendars You can review the calendar for a resource to determine their availability for various assignments. 1. Open a resource. 2. Click the Calendar tab. 3. Change calendar information for a resource. For example, add working days, nonworking days, and shifts to the calendar. Note: The Resource - Edit access right is required. Chapter 2: Resources and Roles 25

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27 Chapter 3: Resource Allocations This section contains the following topics: How to Find, Book, and Allocate Resources (see page 27) How to Find, Book, and Allocate Resources As a Resource Manager, use the information in this article to identify and manage resource assignments. More Information: Find and Book Labor Resources (see page 28) Resource and Role Allocations (see page 30) Add Investments to Resource Workloads (see page 31) Change the Resource Default Allocation (see page 31) Edit Investment Allocations (see page 33) Shift a Resource Allocation (see page 33) Remove Investments from Resource Workloads (see page 34) Replace Resources on Investments (see page 35) Resource Availability Examples (see page 37) Deactivate a Resource or Role Profile (see page 41) Chapter 3: Resource Allocations 27

28 How to Find, Book, and Allocate Resources Find and Book Labor Resources You can use the Resource Finder to select available labor resources and book them to the right investments. A secondary use is to capture a snapshot or inventory of your labor resources that share certain attributes. You can use the Resource Finder to identify labor resources by filter criteria such as: employment status (employees or contractors) OBS primary role calendar availability skills For example, identify all employees with a specific certified skill in a specific technical role. 1. Open Home, and from Resource Management, click Resource Finder. 2. Click Expand Filter. 3. Click Clear or Show All to remove any existing filter criteria. 4. Define your filter criteria including any of the following fields: OBS Unit Specifies the OBS for the labor resources. OBS Unit - Filter Mode Role Specifies a limited search on the exact OBS unit or a wider search that includes OBS unit descendants or ancestors. Searches by role. Filter Mode Specifies a limited search on the exact role or a wider search that includes role descendants or ancestors. Availability Specifies the required availability of matching resources by percent, hours, days, or FTE in one or more date ranges. 28 Resource Management User Guide

29 How to Find, Book, and Allocate Resources Availability Threshold Indicates the minimum required availability. For example, resources with less than 10 percent availability can be over-allocated or over-booked. Resources that match a 90 percent availability threshold are more readily available for a new project or task assignment. Include Soft-booked Resources Skills To include available resources that are already soft-booked for one or more investments, select this field. When you clear the check box, the filter excludes soft-booked resources from appearing in the results. Identifies the resources that match the assigned skills from the skills hierarchy. Skills Threshold Works with the Skills field. Enter the percentage of skills that resources must possess. The Resource Finder excludes resources whose skill-match falls below the percentage specified. Power Filter 5. Click Filter. This link opens a page where you can build a custom filter. Create custom searches that are tailored to meet the more specific recruiting requirements. 6. Select one or more resources and click Book. 7. Select an investment and click Book. Chapter 3: Resource Allocations 29

30 How to Find, Book, and Allocate Resources Resource and Role Allocations To view and edit information about the assigned investments for a resource or role, use the Allocations page. This page lists all the projects to which the resource or role has been added. You can make the following changes: Add and remove projects to and from the workload for a resource. Add and remove investments. Edit the amount of time the resource or role has been allocated to a project. Change the start and finish dates for the investment allocation. Change booking status, and edit allocations by date or percentage. Change the percentage of time the resource or role is allocated to the investment. Resources and roles are booked to each project for 100 percent of their time. To reduce the amount of time a resource spends on each project, you can adjust the % Allocations field. Shift investment allocation periods. Roles can be allocated to a project or an investment with hard, soft, and mixed booking status and planned or hard allocations. Any unfilled roles represent all roles and their allocation which is based on the filtering criteria for the booking status. When you change allocations from resource management pages, you only change investment-level information, specifically, the resource or role allocations to the investment. These dates can differ from the ones to which the resource or role has been assigned to project tasks. The changes that you make from the resource/ role allocation pages appear on the team staff page for the investment. Best Practice: Do not change the investment allocations for a resource or role from resource management pages. Only the manager of the investment to which the resource or role has been assigned can modify allocations. If you are the manager of the investment, change allocations from the team staff page of the investment. As a resource manager, if you edit allocations for a resource from the resource planning pages, communicate the changes to the manager of the investment. The manager can then adjust task assignments and the schedule for the investment, if necessary. Note: If a project is locked and in tentative mode, you cannot change allocations for existing team members. To allow you to edit the team while the project is locked, the project manager can change the following default project management setting: Allow Edit of Allocations when Investment is Locked. 30 Resource Management User Guide

31 How to Find, Book, and Allocate Resources Add Investments to Resource Workloads You can add investments to the workload for a resource from both of the resource or role allocations pages. By default, the resources are allocated to work on the new project 100 percent of the time during the project. Sometimes, the default allocation overbooks the resource. When overbooked, reallocate the time for the resource or replace the resource with another resource. Note: Only the resources that are identified as staff members can perform a task for a project and can record their time on tasks. Project participants can use the collaboration tools of a project but are not always identified as staff members. 1. With the resource open, click Allocations. 2. Click Add. 3. Select the investment for the resource and click Add. The investment is added to the workload for the resource. Change the Resource Default Allocation You can create planned and hard allocation curves for the time a resource works on an investment. These curves indicate any deviations from the Default % Allocation field. The Planned Allocation curve represents the default or total allocation amount that the investment manager is requesting. The Hard Allocation curve represents the allocation amount that the resource manager is able to commit. For example, you have a resource with default allocation set at 100 percent. You booked this resource to work on your project from August 10 through November 10. The resource is also scheduled to work on another project 50 percent of the time through September 1. In addition, the resource plans to be on leave from September In this case, you create two allocation curves for the resource: one that indicates a deviation to 50 percent from Aug 01 through Sep 1, and another that indicates a deviation to 0 percent from Sep When editing the default allocation for a resource, gaps can appear between allocation segments. The gaps are automatically filled by creating new allocation segments. Chapter 3: Resource Allocations 31

32 How to Find, Book, and Allocate Resources 1. With the resource open, click Allocations. 2. Click the Properties icon on the Summary or Detail page for the investment for which you want to edit resource allocation. Summary: The allocation information for a resource that is allocated to an investment. View and edit booking status and allocation information for each investment to which the resource or role is allocated. Detail: The allocation information for a role that is allocated to an investment. View and edit the allocation information for each investment by week in a histogram format. 3. Change the following field in the General section: Default % Allocation Defines the percentage of time you want to allocate the resource to a project. You can enter zero (0). Any changes here appear in the Allocation and Allocation % columns on the resource/role allocations page or project team staff page. 4. Create one or more rows for deviations in the Planned Allocation and Hard Allocation sections. To apply the previous example, create two rows: First row. To cover the period where the resource actually works at 50 percent (compared to the 100 percent default or planned allocation). Second row. For the period where the resource actually works at 0 percent (compared to the 100 percent default or planned allocation). 5. To create a planned or hard allocation curve, complete the Planned Allocation and Hard Allocation sections. 6. In the % Allocation field, enter the expected percentage of time when the resources work (as tentative or committed) on the investment. You can enter zero (0) as the allocation percentage. 7. Save your changes. 32 Resource Management User Guide

33 How to Find, Book, and Allocate Resources Edit Investment Allocations You can edit weekly allocations for a resource by investment. The allocations detail page displays resource and role allocations by investment and week in a histogram. Investments appear in rows and allocations appear in columns by week. 1. With the resource open, click Allocations, Detail. The allocations detail page appears. 2. Click in the field containing the data and edit the data. For example, change the weekly allocations, and click Save. 3. Confirm the changes in the Aggregation section at the bottom of the page. The red bar indicates the months in which the role is overbooked. The yellow bar indicates that no over allocations appear in that period. 4. Save your changes. Shift a Resource Allocation To shift or scale all or a portion of the resource allocations in one project, use the Shift Allocation option. This option is useful when you want to extend project allocations beyond the allowable time-scaled view, which extends only for six months by default. You can move resource allocations both back and forward in time. For example, suppose that an allocation period starts on May 1. The period continues at its default rate of 100 percent through the end of May. The period then extends through June at the reduced allocation of 50 percent. You shift the allocation to start on June 1 and extend through July 2 (for 31 calendar days) at 100 percent. The period goes through August 2 at 50 percent. You can also shift allocations for time spans that contain no segments. Chapter 3: Resource Allocations 33

34 How to Find, Book, and Allocate Resources You cannot change the project schedule dates. Use these dates as guidelines on how far you can shift work back or forward. You cannot shift work before the start date, and you cannot shift work past the finish date. 1. With the resource open, click Allocations. 2. Select the investment whose allocations you want to shift. 3. Select Shift Allocation from the Actions menu. 4. Change the following fields as applicable. Data shifts according to the information you enter in these fields. Start and Finish Dates Defines the start and finish dates of the project unless they have been changed. These dates create the period that can shift. Shift to Date Defines the beginning date for the data being shifted. Note: If you leave the field blank, no shifts occur. Shift Cut-off Date Defines the last date for shifting allocations. Allocations cannot shift beyond the last date. Scale Allocation % By Defines the percentage change in the allocation that is required for the shift. Note: If you leave the field empty, no scaling occurs. 5. Save your changes. Remove Investments from Resource Workloads You can remove projects and investments from the workload of a resource at any time. If a project is locked, you cannot remove that project from the workload of the resource. Note: When you staff a resource as a project participant, go to the team participants page to remove the resource from participant status. 1. With the resource open, click Allocations. The allocations page appears. 34 Resource Management User Guide

35 How to Find, Book, and Allocate Resources 2. Select the investment you want to remove, and click Remove. The confirmation page appears. 3. Click Yes to remove the investment from the list of investments for the resource. Replace Resources on Investments You can generate a list of resources with the same role and availability during the time of the investment. You can also use this procedure for replacing a resource on a project. The following rules apply: Replacing a resource does not transfer the actuals, pending actuals, and baseline of the original to the new staff member. Only the remaining ETC is transferred to the new staff member. The original staff member must complete any outstanding time entries so that the actual data is posted before the replacement occurs. The project role of the original staff member is transferred to the new staff member (unless you are replacing a role with a different role). If a project is locked, you cannot replace existing team members resulting in deleting a team member and transferring assignments. The Replace button appears disabled in this case. Additionally, you can be allowed to replace a resource role only (without replacing task assignment) based on the role replacement settings. For more information about this setting, contact your administrator. 1. With the resource open, click Allocations. Chapter 3: Resource Allocations 35

36 How to Find, Book, and Allocate Resources 2. To replace a resource, click the Resource Finder icon next to the investment. 3. To narrow the resource list, enter filter values. 4. To view all resources, click Show All. 5. Examine the following fields: Availability Identifies the project period and the number of hours the resource you are replacing was allocated to the project. Both the dates and the hours that are allocated are transferred to the new replacement. Availability Match Displays a weighted average that factors in the work period and the availability of each resource. If you do not add any skill specifications to your search criteria, the Total Match column duplicates the Availability Match number. The Skill Match column remains blank. Searching by skills and availability criteria, displays an average of the two in the Total Match column. 6. The following message can appear at the top of the page: Match scores can be inaccurate if availability dates do not fall into the following range: ddmmyy - ddmmyy The message indicates a discrepancy between the date range in the message and the dates in the Availability field. That is, the Availability Match score can be inaccurate. For example, the dates in the Availability field are 9/1/15-2/7/16 and the date range in the message is 9/7/15-9/7/15. A one-to-one comparison for any resource does not exist and this condition lowers the overall availability match scores. 7. To replace the previous resource, select one or more resources and click Replace. 8. Confirm the selection by clicking Yes. The allocations page appears. As a result of replacing the resource, the investment no longer appears in the list of investments for the resource. 9. If the available hours for a resource are less than the total number of hours, the remaining availability (not the booking) confirmation page appears. If you add resources to the project or investment, the remaining availability confirmation page indicates overbooking of the resource. If you book at 100 percent (default) availability of the resource, the 100 percent Resource Allocation column lists the number of hours utilized. The Remaining Availability column indicates the actual number of work hours available for the resource to work on the project. Select one of the following values: Over-allocate to over-allocate the resource. Remaining Only to book the resource for the amount that is listed in the Remaining Availability column. 36 Resource Management User Guide

37 How to Find, Book, and Allocate Resources Resource Availability Examples This topic explains the relationships between a resource calendar with shift adjustments, a base calendar, and the Availability field. These related values influence resource availability calculations, planning graphs, and the Missing Time report. Resource availability is based on the calendar for the resource. If a resource has a calendar with shifts, their availability in resource planning portlets and reports reflects those shifts. Chapter 3: Resource Allocations 37

38 How to Find, Book, and Allocate Resources Example: Calendars with Irregular Shifts As a resource manager, you want to implement the following work shifts: Normal hours from Jan 1 to Jun 30 and from Sep 1 to Dec 31 Monday to Thursday: 08:30-14:00 and 15:30-18:30 Friday: 08:30-14:30 Summer hours from Jul 1 to Aug 31 Monday to Friday 08:00-14:30 1. Click Administration. Under Project Management, click Base Calendars. 2. Create a base calendar for the normal workdays with two shifts and the unique short Friday-only shift. 3. Select Monday, Tuesday, Wednesday, and Thursday and set the two shifts in one calendar. 4. Select Friday and set the shift that begins at 08:30 in the same calendar. 5. Apply this arrangement for the following months: January to June, and September to December. 6. Create a base calendar for the two summer months. 7. For the months of July and August, set the new summer shift that begins at 08:00 on all workdays. Note: You can also use one calendar and adjust every workday in July and August. 8. Navigate to the resource profile for each resource and assign a calendar. You see the shifts on their calendar. The Resource Availability field varies from one resource to another even though they are assigned to the same calendar. Each resource works 8.5 hours per day for 4 days, and 6 hours on Friday. Their availability is 40 hours per week or 160 hours each month. In the two summer months, each resource works 6.5 hours per day for five days. Their availability is 32.5 hours per week or 130 hours each month. You can have other resources who are assigned to a different calendar. For example, 8 hours per day and 5 days per week. Their availability is 40 hours per week or 160 hours each month. 38 Resource Management User Guide

39 How to Find, Book, and Allocate Resources 9. You can adjust an assigned calendar at the resource level. For example, add one or more vacation days on the resource calendar. A resource on vacation for 2 days shows a decrease in availability. The availability of a resource working 8.5 hours per day drops 17 hours for a two-day vacation. However, the availability of a resource working 6.5 hours per day only drops 13 hours for a two-day vacation. 10. Portlets, pages, and reports use the availability time slice for availability amounts. Availability is always derived from the resource calendar. The original value that you enter in the Availability field on the resource profile is not used in availability calculations. Note: Instead of hours, you can also use FTEs to measure resource availability. To calculate the FTE availability, the application divides the availability of the resource by the standard calendar. 11. Click the Home menu. Under Resource Management, click Resources. 12. Open a resource. 13. To reflect their current availability, set the Availability field for each individual resource. Availability can be different, even for resources who are assigned to the same base calendar. For example, you assign a resource who is typically available 6 hours per day to a base calendar with five 8-hour shifts. The Availability field shows When you change the base calendar to one with 8.5 hour shifts, the Availability field shows You can also adjust the shifts on the individual resource calendar. The value that you set last (Availability or Base Calendar with or without adjustments) determines their most current availability. Note: The availability values in portlets and reports are also calculated in the same manner. Chapter 3: Resource Allocations 39

40 How to Find, Book, and Allocate Resources Example: Resource Availability This example demonstrates monthly resource availability. 1. Create a base calendar for December with 5-hour shifts per day. December has 22 days. The total hours are (5 22) = Assign this base calendar to a resource. Daily resource availability is Change the Availability field value from 5 to 8. The calendar still displays 5-hour shifts. Portlets show December availability as (8 22) = 176 hours. 4. Change the resource calendar to reflect 4-hour shifts for December for this resource. The availability of the resource is greater than 4 because you previously indicated a value of The Availability field shows 8, the base calendar shows 5, and the resource calendar shows 4. The calculated availability in hours for the resource for December is as follows: (4/5) 8 22 = Example: Resource Allocations When you book a resource as a staff member for an investment, the application generates an allocation amount for each resource. You can calculate resource allocation using the following equation: Resource allocation amount = (Availability) x (Number of resource workdays in the investment time period) The number of working days for an individual resource during an investment is based on the resource calendar. All days that a resource is available during an investment time period are counted, including the start and finish dates. For example, the following list shows the weekly availability of some resources during an investment time period: Resource A works four hours a day for five days a week Resources B works eight hours a day for five days a week Resource C works eight hours a day for three days a week If all the resources are allocated at 100 percent to the investment for three weeks, their allocation is as follows: Resource A = 60 hours Resource B = 120 hours Resource C = 72 hours 40 Resource Management User Guide